MCCCD Records & Information Management (RIM)
Administrative
| NO. | RECORD SERIES | YR. | REMARKS | MCCCD-Specific Keywords+ | |
Supersedes schedule dated October 18, 2011 |
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| 1 | Accident and fire prevention program records (including lists of first aid trained personnel) | 1 | After superceded or obsolete | ||
| 2 | Administrative directives (Fire Districts only) | 6 | After calendar year created or received | ||
| 3 | Advertisements | 3 | After calendar year published | ||
| 4 | Appointment calendars | 1 | After calendar year of last entry | ||
| 5 | Assurance statements (statement from Public Body concerning retention and maintenance of permanent electronic records; office copy, official copy at Arizona State Library, Archives and Public Records (ASLAPR)/History and Archives Division) | - | Send original records to ASLAPR; destroy agency copy after superseded or obsolete | ||
| 6 | Certificates of compliance (certificate from microfilm vendors verifying microfilm meets Arizona State Library, Archives and Public Records (ASLAPR) standards; office copy, official copy at ASLAPR/History and Archives Division) | - | Send original records to ASLAPR; destroy agency copy after superceded or obsolete | ||
| 7 | Citizenship verification records (when applying for public benefit in response to ARS §1-501, §1-502 and similar) | Prop 300, residency, HB2008, SB1070, ACE | |||
| a. | Filed with application paperwork | - | Retain per retention requirements for corresponding application records | ||
| b. | Filed separately from application paperwork | ||||
| i. application approved | - | Retain as long as applicant receives benefits | |||
| ii. application denied | 3 | After denied | |||
| 8 | Customer service records (including comment cards, customer surveys and complaints) | - | After administrative or reference value has been served | ||
| 9 | File plans | - | After superseded or obsolete | ||
| 10 | General correspondence (including public records requests, forms and other letters; memos; and other related records not related to a specific project or case, not on a Records Retention Schedule and not executive correspondence) | - | After administrative or reference value has been served | ||
| 11 | Highly qualified teacher forms (school districts and charter schools only) | 5 | After fiscal year created or received | ||
| 12 | Logs (including telephone message logs, sign-in sheets and other related records) | - | After administrative or reference value has been served | ||
| 13 | Office internal administrative records (including non-policy work procedures/manuals, office assignments, work schedules, duty rosters and other related records) | - | After superceded or obsolete or after administrative or reference value has been served, whichever is later | ||
| 14 | Permit records (records obtained by Public Body and not permits issued by Public Body, for example alarm permits) | 3 | After permit expired, cancelled or revoked | ||
| 15 | Progress/activity/statistical reports and performance measurement records (including weekly or monthly reports to supervisors and managers, status reports, metrics, benchmarks and other oversight and compliance records but not including official agency annual report) | - | After administrative or reference value has been served | ||
| 16 | Records retention schedules (office copy, offical copy at Arizona State Library, Archives and Public Records (ASLAPR)/Recors Managment Division) | - | After superceded or obsolete or after administrative or reference value has been served, whichever is later | ||
| 17 | Reports of records destruction / single requests for records destruction / transfer (office copy, official copy at Arizona State Library, Archives and Public Records (ASLAPR)/Records Management and History and Archives Division) | - | Send original records to ASLAPR; destroy agency copy after administrative or reference value has been served | ||
| 18 | Requests for imaging implementation (office copy, official copy at Arizona State Library, Archives and Public Records (ASLAPR)/Records Management Division) | - | Send original records to ASLAPR; destroy agency copy after superceded or obsolete | ||
| 19 | School District Employee Reports (SDER) (school districts and charter schools only) | 3 | After fiscal year submitted | ||
| 20 | Source records | ||||
| a. | Data entry forms (including records used to update databases or other data collecting systems) | - | After entered data is verified | ||
| b. | Electronic and microfilm | - | After film or image is verified unless specified differently on approved Request for Imaging form | ||
| 21 | Staff meeting minutes (routine staff meetings where policy is not set) | - | After administrative or reference value has been served | ||
| 22 | Surveillance tapes | - | After administrative or reference value has been served (tape may be recorded over) | ||
| 23 | Survey records | - | After administrative or reference value has been served | ||
| 24 | Title I and Title VII records (Public Bodies operating schools only) | 4 | After fiscal year created or received | ||
| 25 | Training records (where training class is given by Public Body and does not include records of individual employees' attendance at training classes or their training history; those records are found on the Human Resources/Personnel retention schedule) | TTS, EOD | |||
| a. | Syllabi, handouts and presentation materials | 6 | After superseded or obsolete | ||
| b. | Attendance lists, evaluations and other related records | 5 | After fiscal year training given | ||
| 26 | Transitory materials (including records of limited reference value, letters of transmittal and informational bulletins) | - | After administrative value has been served | ||
| 27 | Voicemail | ||||
| a. | Records providing substantive information or direction and may be required for ongoing legal, fiscal, administrative or operational purposes | - | Retain for the same period as required for othe forms of the same records series | ||
| b. | All other records | - | After administrative or reference value has been served | ||
| 27 | Working records (including notes, drafts, feeder reports and other related records used in the development of final or summary records) | - | After final records created | ||
+The retention schedules are developed by the Arizona State Library, Archives and Public Records; the internal words used by MCCCD may differ than those shown on the schedule. Look for the "type" of item rather than a specific word, i.e., instead of "official function form" consider that it is a form MCCCD uses to support a purchase and review the Finance schedule for the retention period of similar items.
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